Are you ready to organize your office for good? If you’re like most people, you probably have rearranged a few things now and then to clear the desk or set up a filing system. Yet, overall, your office still may resemble more of a dumpster than a work space. If you’re ready to get serious about your office-organizing goals, here are some useful tips that can help you arrange your workspace into a neat, orderly and efficient area where you can find things you need and get the job done. Put the following tips to work to organize your office once and for all.

1. Get rid of the clutter. This may seem too easy or too hard, but it’s definitely important. Removing the clutter from your office will open up workspace you probably didn’t know existed. Start by doing a visual inventory. Inspect your desk, drawers, credenza, stands or tables, and other nearby furniture to see what you currently aren’t using. Lamps that stay turned off, dusty knick-knacks, unused paper weights, discarded CDs, visitors’ business cards carelessly strewn, and a host of other desktop nonessentials can be gathered and given to a thrift shop or given to associates who can use them.

Next, peer into drawers, files, cupboards, and closets to ferret out any unused supplies, equipment, broken items, or duplicates. Old files can be stored in a less accessible place (like the basement) if they’re taking up valuable room, freeing space for more current documents.

Then on to the fixtures and decorative pieces, such as wall hangings, artificial plants, and wall sconces that may make your office look crowded or junky. Leave those that add an attractive accent and remove the others.

Your final step is to put things away that belong elsewhere, such as coffee cups, a broom, etc.

2. Update your filing system. As more and more documents are stored on the Internet in password-protected files and websites, fewer paper files continue to need maintenance and updating. If you are using Web space for your records, make a point of reviewing everything periodically—at least once or twice a year—to get rid of outdated items and back up important ones. As your document accumulation increases, you may have to expand, update or reorganize your filing system, whether online or in a file cabinet. Make sure your filing system is consistent and logical so that others can find important items if something were to happen to you. Back up essential documents on CD, in other virtual files, or on a flash drive to ensure you always have a spare copy.

3. Check your equipment. Whether you use just a basic computer and a telephone or more advanced technology, it’s important to keep it working properly and in good order. Read and follow the maintenance guides for each piece, and promptly report any breakdowns or missing parts to the Service Department if you have a long-term service contract. If not, call a technician to come for a check-up at the first sign of trouble so you don’t end up facing worse difficulties by letting the problem go too long. Get any special cleanings or updates that are needed to keep the equipment operating as it should.

4. Take an inventory. Once or twice yearly, include an inventory in your office organizing tasks. Find out what you have, need or want for the future and make a detailed list. This will help you order the things you must have and budget for those you think might help you do a better job. Post a supply list on an inside file cabinet or desk drawer so you can keep track of the things you run out of, such as paper clips or postage, and buy it before you get into a last-minute emergency. Compare office supply costs for the things you frequently use and make a point of shopping in bulk at the store with the best prices or delivery terms. Try to shop on a routine basis, say every two weeks, when you can order several items simultaneously rather than individual items spontaneously, which is more time-consuming. At any given time, you should have a general idea of what is in stock as well as what you have run out of (or soon will).

5. Coordinate your office furniture and equipment.Use a desk that is the appropriate size for your body frame. A desk that sits too low will have you stooping over to work and may cause back problems, for example. Get a comfortable manager’s chair with a cushioned seat and back that is firm enough to support your weight and back.

Set up your printer within easy reaching distance of your desk to save time. Organize files so you can quickly identify the one you need and access it readily, without hunting or going a distance from your desk. Adjust the lighting so you have good viewing of the work area, including the desktop and computer screen.

6. Prioritize your work. Some office personnel spend up to 80 percent of their day reading and writing. Others attend frequent meetings and problem-solve a host of issues through a variety of measures. Whatever your office job entails, organize your workday to help you become productive. For example, you might want to begin your day by spending the first hour returning phone calls and replying to E-mail. Then schedule meetings during midmorning when you are still fresh and feeling creative. By midday, you might want to have lunch with co-workers for a break from the office, or with clients to get things done on a one-to-one basis. In the afternoon, close your office door and focus on individual efforts. By the end of the day, you can make a to-do list for the next morning. By having your list ready to go, the equipment usable and in good condition, supplies on hand, and important documents within reach, you will be off to a great start.

7. Organize home-office communications. In addition to using a reliable telephone line (which is why cell phones are not usually the best option for business purposes), you will want to establish a secure E-mail account that will let you send and receive messages quickly and confidentially. A business website is a helpful way to post useful information online for coworkers and clients. Instant messaging, texting for silent communication, and posting messages to the business site are more ways to promote interoffice communication, whether for a corporation or a home office.

When you take time to organize your office, you will find that the daily flow of activities will be clearer and, in some ways, easier than before. You will be able to find the information you need and distribute it to others in a timely manner. Moreover, you will be able to count on the office equipment and supplies as valuable support that will be there when you need it. Although setting aside time to arrange or rearrange your home office may seem unnecessary, in the long run it can pay off in dividends when you save time that would otherwise be spent wondering where you filed a missing receipt or how much you’ve spent on ink cartridges so far for the year. You will be glad you took time to organize your office when you get hit with another hectic day.

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